Job description
Hostmost Marine is leading marine communications and navigation service provider with depots in Canada, China, Hong Kong, Philippines, Singapore, and Vietnam. The company is a distributor with dealer networks in U.S.A., Central and South America. To better support our customers globally Canada, we are strengthening our sales and service teams by hiring sensible and client-focused candidates.
Currently, we’re looking for a Startup Office Administrator (Permanent, with 3 months’ probation)for our office at Vancouver, BC depot.
1. Administrative Support
- Organize and manage daily office operations.
- Handle correspondence, including emails, phone calls, and internal communications.
- Maintain a filing system for company records and documents.
- Schedule meetings, events, and appointments for team members or leadership.
2. Office Management
- Assist Set up and maintain the physical office space (if applicable).
- Ensure the availability of office supplies and manage procurement.
- Handle vendor relationships (e.g., IT support, office supplies, utilities).
3. Human Resources Assistance
- Assist in recruitment processes (e.g., posting jobs, coordinating interviews).
- Manage onboarding for new hires, including preparing workspace and documents.
- Support team-building activities and company culture initiatives.
4. Finance and Budget Assistance
- Process invoices, receipts, and expense reports.
- Track operational expenses and collaborate with accounting personnel (if any).
5. Documentation and Compliance
- Maintain organized records of contracts, policies, and regulatory documents.
- Ensure compliance with legal and industry-specific regulations.
- Assist in drafting or reviewing business documents as needed.
6. Logistics and Coordination
- Arrange shipping and receiving for small deliveries or packages.
- Coordinate travel arrangements for employees and leadership.
- Support team logistics for external meetings, conferences, or events.
7. Technology and Tools Management
- Set up and manage office software and tools (e.g., email systems, project management tools, collaboration platforms).
- Act as a point of contact for troubleshooting minor IT issues or liaising with IT support.
8. Customer and Stakeholder Interaction
- Greet visitors, clients, or investors in a professional and friendly manner.
- Handle basic customer service inquiries or direct them to the appropriate team member.
- Support communication with external stakeholders such as partners or suppliers.
9. Qualifications:
- Minimum high school diploma.
- Minimum 5 years in an administrative, document control, and/or accounting role.
- Minumum 3 years of supervisory or management experience.
- Exceptional computer skills, including strong proficiency with MS Office suite.
- Excellent, professional verbal and written communication skills.
- Strong work ethic; well organized and able to effectively multitask and meet deadlines.
- Cooperative, adaptive, and able to work effectively with a variety of work styles.
- Self-starter; ability to recognize areas for improvement with minimal supervision.
- Detail oriented, striving for perfection in all tasks and work product.
- Applicant must have U.S. Person status to perform the duties of this position
- Preferred:
- An associate's degree or equivalent is preferable.
Qualities and Skills for a Startup Office Administrator
- Flexibility: Ability to adapt to rapidly changing priorities.
- Initiative: A self-starter attitude to proactively address challenges.
- Tech-Savviness: Comfort with startup-oriented tools like Slack, Asana, Trello, or QuickBooks.
- Strong Multitasking Abilities: Capable of juggling multiple roles and responsibilities.
Entrepreneurial Mindset: A willingness to grow and take on new challenges as the business scales
Job Types: Full-time, Permanent
Pay: $27.00-$32.00 per hour
Benefits:
- Dental care
- Extended health care
- On-site parking
Schedule:
Work Location: In person
